Every event has a deadline - your operations should keep up
Live events AV companies managing crew, equipment, logistics and client expectations across multiple simultaneous events need a platform built for the pace of the industry.
Operations management for live events AV companies
Live events AV is one of the most operationally demanding sectors in the industry. Equipment needs to be in the right place at the right time, crew need to be briefed and in position, and there is no opportunity to fix mistakes after doors open.
- Most UK live events AV companies operate with 5-30 staff, scaling heavily with freelancers for peak seasons.
- Equipment rental, crew hire, and technical production are often quoted together as a single project package.
- Turnaround on event quotes can be under 24 hours, creating pressure on accurate pricing and availability checks.
- Seasonal demand spikes around corporate awards season and summer festivals strain scheduling and cash flow.
- Disconnected spreadsheets for kit tracking, crew scheduling, and invoicing cause costly errors and lost margin.
How it runs in Zigaflow
- Enquiry capture and brief intakeEvent enquiries arrive via email, website forms, or direct client calls, often with tight response windows and incomplete technical briefs.
- Quote and proposal buildQuotes are assembled from a product and equipment library covering line items such as LED screens, PA systems, lighting rigs, and day rates for technicians and project managers.
- Project and crew schedulingOnce a quote is accepted, the confirmed job triggers resource allocation covering equipment availability, vehicle logistics, and crew assignment across build, show, and de-rig days.
- Invoicing, payment, and syncInvoices are raised against the original quote, with deposit schedules and final balances tied to event milestones to protect cash flow on high-cost productions.
More about Zigaflow for Live Events & AV Production
Zigaflow gives events AV companies the scheduling, logistics and job management tools to run multiple events simultaneously without things falling apart.
The problems we solve
Equipment scheduling across multiple events clashes
The same equipment gets double-booked for overlapping events. Without a central equipment register with job-level allocation, clashes are only discovered when it is too late.
Zigaflow job management tracks equipment allocation across all active events. Clashes are visible before they become crises.
Freelance crew management is fragmented
Briefing, booking and paying freelance crew across multiple events involves multiple conversations and no central record. Someone always falls through the cracks.
Manage freelance crew assignments in Zigaflow alongside equipment and logistics. Every person and piece of kit is accounted for in the same system.
Post-event invoicing gets delayed
When you come off a big event, the last thing anyone wants to do is sit down and do the invoicing.
Zigaflow prepares the invoice as the job is built. When the event completes, the invoice is ready to send in one click.
Works with your existing tools
Guides for your sector
All guides →Ready to grow your Live Events & AV Production business?
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